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Reviewing Communications

This section discusses how to:

Page Name

Definition Name

Navigation

Usage

Communication Letter Data

COMM_LTR_DATA

select Campus Community, then select Communications, then select Person Communications, then select Communication Letter Data

Review extract data for a communication assigned to an individual. This page can only be updated by Letter Generation extract process.

Organization Communication Letter Data

ORGCOMM_LTR_DATA

select Campus Community, then select Communications, then select Organization Communications, then select Org Communication Letter Data, then select Communication Letter Data

Review extract data for a communication assigned to an organization. This page can only be updated by Letter Generation extract process.

Communication Recipient Data

COMM_RECPNT_DATA

  • select Campus Community, then select Communications, then select Person Communications, then select Communication Letter Data, then select Communication Recipient Data

  • select Campus Community, then select Communications, then select Person Communications, then select Communication Management, then select Communication Recipient Data

  • select Contributor Relations, then select Communications, then select Communications - Person, then select Communication Letter Data, then select Communication Recipient Data

  • select Contributor Relations, then select Constituent Information, then select People, then select Communications, then select Communication Letter Data, then select Communication Recipient Data

  • select Contributor Relations, then select Constituent Information, then select People, then select Communications, then select Communication Management, then select Communication Recipient Data

  • select Contributor Relations, then select Communications, then select Communications - Person, then select Communication Management, then select Communication Recipient Data

View data for an additional individual recipient.

Communication Summary

COMM_SUMMARY

  • select Campus Community, then select Communications, then select Person Communications, then select Communication Summary

  • select Student Admissions, then select 3 C's and Event Summaries, then select Communication Summary

  • select Student Recruiting, then select 3 C's and Events Summaries, then select Communication Summary

  • select Contributor Relations, then select Communications, then select Communications - Person, then select Communication Summary

  • select Contributor Relations, then select Constituent Information, then select People, then select Communications, then select Communication Summary

  • select Self Service, then select Outreach, then select View person information, then select Constituent Information, then select Communication Summary

  • select Records and Enrollment, then select 3 C's Summaries, then select Communication Summary

  • select Student Recruiting, then select Student Recruiters, then select Summaries, then select Communication Summary

Search for and review a summary of communications to or from an individual.

Org Communication Summary

ORG_COMM_SUMMARY

  • select Campus Community, then select Communications, then select Organization Communications, then select Org Communication Summary

  • select Contributor Relations, then select Communications, then select Communications - Organization, then select Communication Summary - Org, then select Org Communication Summary

  • select Contributor Relations, then select Constituent Information, then select Organizations, then select Communications, then select Org Communication Summary

  • select Self Service, then select Outreach, then select View Organization Information, then select Constituent Information - Org, then select Communication Summary

Review communications with an organization.

Operator 3C Groups Summary

OPR_GRP_3C_SUM

  • select Campus Community, then select Communications, then select Person Communications, then select Communication Summary, then select Operator 3C Groups Summary

  • select Campus Community, then select Communications, then select Organization Communications, then select Org Communication Summary, then select Operator 3C Groups Summary

View 3C group inquiry and update access to communications with individuals or organizations.

Person Communication Management

COMM_MGMT1

select Campus Community, then select Communications, then select Person Communications, then select Communication Detail, then select Communication Detail

View details of a communication assigned to an individual.

Org Communication Detail

ORG_COMM_MGMT1

select Campus Community, then select Communications, then select Organization Communications, then select Org Communication Detail

View the details of a communication assigned to an organization.

Organization Comm Recipients

ORG_COMM_MGMT2

  • select Campus Community, then select Communications, then select Organization Communications, then select Org Communication Detail, then select Organization Comm Recipients

  • Contributor Relations, Constituent Information, Organizations, Communications, Organization Communication

  • select Contributor Relation, then select Communications, then select Communications - Organization, then select Organization Communication

View the details of the recipients set to receive a communication that is assigned to an organization.

Access the Communication Letter Data page (select Campus Community, then select Communications, then select Person Communications, then select Communication Letter Data) or the Organization Communication Letter Data page (select Campus Community, then select Communications, then select Organization Communications, then select Org Communication Letter Data, then select Communication Letter Data).

Image: Communication Letter Data page

This example illustrates the fields and controls on the Communication Letter Data page. You can find definitions for the fields and controls later on this page.

Communication Letter Data page

Image: Organization Communication Letter Data page

This example illustrates the fields and controls on the Organization Communication Letter Data page. You can find definitions for the fields and controls later on this page.

Organization Communication Letter Data page

The Communication Letter Data page and the Organization Communication Letter Data page are for viewing purposes only; you cannot enter or modify data. Information on this page is controlled from the Letter Printed Data value set in the Standard Letter Table CS component. Use this page to review the data extracted for an ID as the result of the Letter Generation process.

Note: The Communication Generation process does not update the page. Instead it makes the final outputs accessible from View Generated Communication link in the Person and Organization Communication components.

Access the Communication Recipient Data page (select Campus Community, then select Communications, then select Person Communications, then select Communication Letter Data, then select Communication Recipient Data).

Image: Communication Recipient Data page

This example illustrates the fields and controls on the Communication Recipient Data page. You can find definitions for the fields and controls later on this page.

Communication Recipient Data page

The Communication Recipient Data page is view-only; you cannot enter or modify data. Information appears on this page only if you have set up a separate recipient on the Communication Recipient page in the Relationships component for the specified letter code. The page is updated by both Letter Generation and Communication Generation process.

Access the Communication Summary page (select Student Admissions, then select 3C's and Event Summaries, then select Communication Summary) or the Org Communication Summary page (select Campus Community, then select Communications, then select Organization Communications, then select Org Communication Summary).

Image: Communication Summary page

This example illustrates the fields and controls on the Communication Summary page. You can find definitions for the fields and controls later on this page.

Communication Summary page

Image: Org Communication Summary page

This example illustrates the fields and controls on the Org Communication Summary page. You can find definitions for the fields and controls later on this page.

Org Communication Summary page

Note: Multiple views of the page are available by clicking the tabs in the group box. We document fields that are common to all views first.

Common Page Information: Selection Criteria Region

If you click the Search button without entering any values, the system searches for all communications for the individual or organization and displays the results at the bottom of the page. You can enter values or any combination of values to limit the search.

Field or Control

Definition
Function

Enter the administrative area on which to search.
Variable Data

Click to access the Variable Data page, where you can add values to search on for specific variable data related to the administrative function that you selected.

If no variable data is required or allowed for the administrative function selected, the Variable Data link is unavailable.

Category

Enter the category from the Communication Categories page, for which to search.

Method

Enter the method from the Communication Contexts page, for which to search.
Direction

Enter the direction from the Communication Contexts page, for which to search.
Letter Code

Enter the letter code from the Standard Letters Table page, for which to search.
Status

Enter the status of the communications for which to search.

Available values are:

All: The system searches for all communications regardless of status.

Complete: The system searches only for completed communications.

Incomplete: The system searches only for incomplete communications.
Search

Click to launch the search based on the criteria you selected.

General Info Tab

For the Organization Summary page, the Process Used field indicates if the recipient's information is in the Recipients - Letter Gen Process or the Recipients - Comm Gen Process tab.

Click the trash can icon to delete any communication from the recipient's record. The icon appears under these conditions:

  • The system is configured, on the Installation Default - CC page, to allow individual communication deletion.

  • 3C Group Security allows the user to access the particular records.

See Deleting Individual Communications.

Letter Details Tab

Use the Letter Details tab to determine if supplemental information is provided about the communication, such as enclosure letter codes and descriptions if enclosures were included, the related ID if the communication was joint, and the category and context for the communication.

Note: A joint communication can be assigned to only one of the two individual IDs. However, when a joint communication is assigned, the communication is listed in the summary for both IDs. For example, if you assign a joint communication to primary ID 12345 with the related ID 13578 and you view the summary for ID 12345, the joint communication check box is selected and no related ID value appears. When you view the summary for (related) ID 13578, however, the joint communication check box is selected and the related ID of 12345 appears.

Access the Operator 3C Groups Summary page (select Campus Community, then select Communications, then select Person Communications, then select Communication Summary, then select Operator 3C Groups Summary or select Campus Community, then select Communications, then select Person Communications, then select Communication Summary, then select Operator 3C Groups Summary).

Image: Operator 3C Groups Summary page

This example illustrates the fields and controls on the Operator 3C Groups Summary page. You can find definitions for the fields and controls later on this page.

Operator 3C (communications, comments, and checklists) Groups Summary page

You can review the inquiry and update access of the 3C groups that have access to the communication, and you can change the inquiry access for a group on this page. You cannot change the update access.

The Communication Detail and Org Communication Detail pages are view-only versions of the Person Communication Management and Organization Communication pages where you assign the communications. You can view the details of an assigned communication on these pages, but you cannot enter or edit the data.